In this guide, you will learn how to manage business trips as an HR Admin, including when you can make changes to a trip, how to edit, reschedule, re-submit, or cancel a trip.
Overview
As a general rule, you can edit, reschedule, or cancel a business trip at any time before the trip has started, without any restrictions.
Once the trip has started, your ability to make changes becomes limited.
How to reschedule a business trip
To reschedule a business trip:
Click on the request to open the Trip details page.
Click on the Action button in the top right corner.
Select Reschedule from the dropdown menu.
Choose the new dates; both the original and new dates will be displayed for reference. You can only choose a start date that is today or in the future.
Even though the reschedule option is technically available for trips that have already started, the new start date must always be in the future.
Confirm your changes by clicking on Update request to complete the rescheduling.
Note: Editing or rescheduling a business trip will generate a new request ID, which means a new credit/trip will be charged accordingly.
The table below outlines how HR Admins and Assistants can manage changes to business trips on the WorkFlex platform — specifically extending or shortening trips — and when WorkFlex Support needs to be involved.
🕓 Extending a trip
Scenario | Example | Who can edit | Action |
Trip not yet started | 01.11.25 – 15.11.25 (today: 01.10.25) | HR Admins, Assistants, Travelers | Can be edited directly on WorkFlex |
Trip already started (end date in future or today) | 25.09.25 – 05.10.25 (today: 01.10.25) | — | Reach out to WorkFlex Support |
Trip already ended (end date in the past) | 25.09.25 – 29.09.25 | — | Reach out to WorkFlex Support |
✂️ Shortening a trip
Scenario | Example | Who Can Edit | Action |
Trip not yet started | 01.11.25 – 15.11.25 (today: 01.10.25) | HR Admins, Assistants, Travelers | Can be edited directly on WorkFlex |
Trip already started (new end date in future or today) | 25.09.25 – 05.10.25 | — | Reach out to WorkFlex Support |
Trip already started and finished | 25.09.25 – 29.09.25 | — | Reach out to WorkFlex Support |
How to edit a business trip
To make edits to a business trip:
Click on the request to open the Trip details page.
Click on the Action button in the top right corner.
Select Edit request from the dropdown menu.
Apply changes to the business trip details.
Save your edits to finalize the changes.
Note: When editing a trip, all previous information will already be pre-filled for your convenience.
Re-submitting a trip
For travelers who frequently take the same business trips or Workations, WorkFlex offers a simple way to streamline the process by duplicating existing trips. This feature creates a copy of an existing trip without making any changes to the original trip request.
Click on the trip request you want to re-submit.
In the drop-down menu under Actions, click on Re-submit.
You will be directed to the trip submission page, where all the trip information will be pre-filled for you.
You can modify the date or any other details as needed.
This option makes submitting a trip faster and easier and is available from both the Assistant and employee interfaces, regardless of the trip status.
How to cancel a business trip
As an HR admin, you can cancel a business trip at any time without any restrictions.
To cancel a business trip:
Click on the request to open the Trip details page.
Click on the Actions button in the top right corner.
Select Cancel request from the dropdown menu.
Confirm your choice to complete the cancellation.
Please note: Cancelling a fully processed business trip will not result in a refund, as WorkFlex has already completed the required document processing for the trip.